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CLCS Protocols 2021-2022

Organizers are invited to develop programming to support the Center’s 21-22 Antiracism series and that responds to the Department’s CAARES initiatives (Committee for Antiracism, Accessibility, Respect, Equity and Social Justice).

All CLCS programming for fall 2021 will be online, to support departmental guidelines.  The majority of spring events will be virtual.

If you are considering hosting a face-to-face event for spring 2022, you must first contact Karen Nelson to discuss your plans to address public health concerns and how your program budget will account for issues of accessibility and staffing. The CLCS steering committee will determine how many in-person events the department will host. Proposals for in-person events submitted without these requirements will not be considered.


We encourage organizers to plan events that, ideally,

  • support the work and contributions of Black, Indigenous, Latinx, Asian American and Pacific Islander scholars and teachers, especially early- and mid-career scholars and teachers.
  • are accessible, via live captioning and, if recorded, closed captioning for the department’s video archive
  • when virtual, are shorter than face-to-face meetings, with the formal component 30 minutes at most, or:
    • a 30-minute conversation between a guest and interlocutor about a particular piece of writing, followed by a q&a
    • a 30-minute roundtable, followed by q&a
    • a set of questions and readings taken up by smaller groups in ‘break out rooms’; returning to share highlights with the larger group
    • 20- to 30-minute lecture, followed by q&a
    • record and post a talk in advance; the ‘event’ is a scheduled q&a on zoom or Twitter


  1. Honoraria are capped at $250 for each guest. Expenditures for events may be higher; organizers might invite multiple speakers.
  2. New this year: organizers may purchase books or related research materials to distribute in advance of or in conjunction with the event. The purpose is to provide our academic community with access to research and scholarship.


  1. Consult the Department Calendar, here, to avoid existing departmental commitments. Cross-check against football games, Maryland Day, and other campus-wide events; note, too, spring break and fall and spring religious holidays.
  2. Submit your confirmed event using this form
  3. In spring 2021, if departmental policies allow in-person events, contact to reserve a room
  4. Determine if your event requires a webinar license or would be best supported by a zoom meeting. Contact Karen Nelson to discuss pros and cons of each, and to learn more about webinar licensing.
  5. If you are hosting a zoom meeting, set up registration within Zoom. If your event is a zoom webinar, Karen Nelson will work with you to set up the registration. Information is here.
  6. Determine if your event requires sign interpretation, if it’s face to face. Live captioning via Zoom should be a default setting.
  7. Send the speaker an honorarium letter to the speaker; cc the business office and Karen Nelson. Template and forms are here. You will probably want to ask that your speaker “arrive” half an hour or fifteen minutes prior to the program, so that you can troubleshoot any technical issues.
  8. If you plan to record your event, secure permission to record from all speakers using this form
  9. Promote your event. You do NOT want to circulate the zoom information in advance. Rather, use the registration form so that those interested receive the zoom link after they’ve registered.


  1. If you’ve decided to record, remember to start the recording.
  2. Turn on live captioning within your meeting settings.
  3. Be prepared to remove anyone whose behavior is disruptive.
  4. If you’ve contracted for live captioning, be sure to send that information through the chat, so that those who need the service can access it.
  5. Use the chat as well to circulate information about hashtags


  1. While the default for the Antiracism series in 2020-21 was to record and archive events, we no longer plan to add videos as a matter of course. Many events need not be recorded and in fact should not be. Please note that neither CLCS nor ARHU Communications can edit video for you.
  2. If you decide to record the event, secure permission to record from all speakers using this form
  3. Lightly edit your video; include a title block and credits at the end.
    1. Premiere Pro, via  Adobe Creative Cloud, works well and is available from Terpware.
    2. Tutorials are available within PremierePro, or via the University’s training system Lynda, housed within LinkedIn. ARHU Technology also offers workshops and consultations.
  4. Use the Zoom transcript of your captioning to generate the first draft of captions for your video
  5. Save your edited video file to Google drive and send the link to Rosie Grant ( so she can add the video to the department’s YouTube channel. Provide the edited transcript of the captioning along with a graphic thumbnail image.

Spring Event Considerations:

  1. Considered on a case-by-case basis for spring 2022, with guidance from CLCS steering committee
  2. Foster a climate of care and respect. As an organizer, you must consider what’s a reasonable accommodation in the current climate, both as you plan and as health protocols evolve.
  3. Online or in-person, but not both
  4. No more than 75 people during the normal work week.
  5. Elbow-to-elbow seating is not appropriate.
  6. Provide sufficient space and take covid-cautious actions
  7. No communal food
  8. Accommodate acclimating to crowds again, in rooms full of people who may not know each other and for whom, as campus visitors, vaccine status is unknowable.